Sales and Marketing Administrative Assistant

Pyramid Global Hospitality•Naples, FL

1d•Onsite

About The Position

The Sales and Marketing Administrative Assistant provides essential administrative, sales, and operational support to the Sales and Marketing team in a fast-paced resort environment. This role supports top-line revenue generation by ensuring timely, accurate, and professional handling of sales inquiries, proposals, contracts, site visit preparation, client amenities, departmental communications, supplies, reporting, and sales system updates. The ideal candidate is highly organized, detail-oriented, guest-focused, and able to manage multiple priorities while supporting internal stakeholders and external clients with professionalism.

Requirements

High school diploma or equivalent required
Previous administrative support experience required
Strong written and verbal communication skills with the ability to interact professionally with clients, guests, managers, and team members.
Exceptional attention to detail, accuracy, organization, proofreading, and follow-through.
Ability to prioritize workload, meet deadlines, and manage multiple requests in a fast-paced environment.
Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint
Ability to maintain confidentiality, exercise sound judgment, and represent the resort in a professional manner.

Nice To Haves

associate or bachelor’s degree in hospitality, business administration, marketing, communications, or a related field preferred.
hotel, resort, sales, catering, or hospitality experience preferred.
experience with Canva or similar design tools preferred.
Experience with hospitality systems such as Delphi, Opera, Alice, HOTSOS, or similar platforms preferred.

Responsibilities

Answer and monitor the Sales phone line, retrieve voice leads, document complete and accurate caller information, and distribute messages or inquiries to the appropriate sales manager in a timely manner.
Prepare accurate sales proposals, contracts, addendums, and related correspondence within established deadlines, ensuring proper formatting, details, and brand standards.
Support sales managers with Delphi entries, including meeting space loading, lead updates, group details, site information, and other required sales system documentation.
Assist with Opera reservations, VIP arrivals, client amenities, site meal reservations, and arrival reports to support site visits, client events, and executive review.
Coordinate site inspections and client visits by preparing site books, showroom checks, room preparation, site alerts, client gifts, and related internal communications.
Maintain inventory and ordering of departmental supplies, client gifts, sales collateral, promotional materials, and other Sales and Marketing resources.
Coordinate and process client gifts, site gifts, Craftable orders, and amenities in Alice or other designated systems, ensuring timely delivery and accurate documentation.
Submit and follow up on HOTSOS items, room readiness needs, and service requests related to showroom preparation, site inspections, and client experience expectations.
Prepare, proofread, format, distribute, and file correspondence, proposals, contracts, reports, internal forms, site alerts, and sales materials as assigned.
Maintain organized electronic and physical files for accounts, proposals, contracts, client visits, sales collateral, and administrative records.
Provide administrative support for Sales and Marketing leaders and sellers, including meeting preparation, document production, report support, calendar coordination, and special projects as needed.
Serve as a professional liaison between Sales, Marketing, Catering, Conference Services, Reservations, Front Office, Food and Beverage, and other operating departments.